 Access your documents from anywhere: Access your documents from anywhere  Use Docs reference tools Use Docs reference tools  Save to different file types: Save to different file types  Use templates: Use templates  Convert PDFs to images and text: Convert PDFs to images and text  Create forms: Create forms  Work on documents all at the same time: Work on documents all at the same time  Share files and folders with anyone: Share files and folders with anyone

Overview  Sunnyside’s One-to-One program creates unique opportunities and problems for classroom teachers and Google Docs can help.  There is not just one single right way to use Google Docs for a paperless classroom  This session will cover many of the most common ways that Google Docs can help teachers and students move away from paper and into a digital-only environment

My Paperless Classroom

Paperless Classroom Structure Students only see these folders

Inside the Classwork Folder

Inside the May 06 – 10 Folder

Inside the Thurs/Fri May 09 – 10 Folder

Signing In to Google Docs  Three easy ways to sign in to Google Docs 1. From the SUSD Website 2. From SUSD LEARN 3. From G-mail

A) Signing in to Google Docs from the SUSD Website You only need your username and password for this portal. This takes you to the dashboard – where you can access of the APPS, DRIVE/DOCS, GMAIL, Etc.)

Google Docs Sign-In Page from the SUSD Website

B) Signing in to Google Docs from SUSD LEARN Sign in to your SUSD LEARN account The Google Apps tabs are located on the right side of your home page Click on Docs to go directly to your Google Docs sign-in page

C) Signing in from G-mail Takes you directly to Gmail – you can access Docs/Drive, Gmail by clicking the Drive icon in the black bar towards the top of the webpage – if you use this link make sure you put your full address in the username field when signing in (e.g. sd12.org).

Google Task Bar After Sign-In Click on Drive to access Google Docs

A) How to Find Student G-mail Accounts in LEARN From your LEARN page click on Settings A drop-down menu will appear Select “Users”

B) How to Find Student G-mail Accounts in LEARN (cont) Select “Enrolled users” to see a listing of students and their Gmail accounts.

C) Listing of Student G-mail Accounts in LEARN

How to Organize Student Gmail Accounts

Naming Documents and Folders  Set up a common naming scheme for classroom files and folders.  For documents and folders, include in the name:  Current Year  Class Period  Last & First Name  Document or Folder Name  WigginsMartin-Homework #1  WigginsMartin – Turn-in Folder

How to Choose Sharing Options  When you choose to share a document through Google Docs, you get to decide how much access that person has to your document.  The available options are: Can Edit, Can Comment, Can View  The access you choose will depend why you are sharing the document with the person.

Can Edit  Persons you share with can edit the document  Good for group work where several students are collaborating on a project  Great for submitted assignments because teacher can mark up the document

Can Comment  Students cannot edit the document but they CAN leave comments that are visible on the screen but don’t print out.  Useful for peer review  Also useful for teacher comments on submitted student assignments

Can View  Students can only view, but not comment or make changes to document.  Useful for handouts, syllibi and examples.  Also useful for documents that will serve as templates that students will copy and modify.

Sharing a Document with Specific People

Using “Share” to Change or Remove People

How to Share a Document as a Link  Instead of sharing a document with specific people…..  You can share the document with anyone who has the link to the document.

How to Share a Document as a Link

How to Use Folders  If you need to share documents frequently with the same people over a period of time, using folders will make the process easier.  In Google Docs, folders can be used to organize your documents.  Unlike the normal idea of folders, you can put a document into multiple folders at once in Google Docs

Creating a New Folder  Go to your main Google Drive screen  Select where you wish to create the folder.

Creating a New Folder  Click on “My Drive” on the left side of the Google Drive screen

Creating a New Folder  Click the “Create” button, and choose “Folder” from the drop-down menu.

Creating a Folder  For a sub-folder of some other folder, click the grey “New Folder “button.

Creating a New Folder  Either way you will be taken to a screen where you can type in the name of the new folder

Moving versus Adding Folders  Move - This puts a file into a new folder and removes the document from any folders it is currently in.  Add - This puts the file into a new folder while still leaving it in any existing folders it is currently associated with.

How to Move Documents  Method #1 - Add to a folder through Ctrl + Drag and Drop  Method #2 - Move to a folder through normal Drag and Drop  Method #3 - Organize from the Drive Screen  Method #4 - Organize from inside the Document

Sharing a Folder  Sharing a folder is useful if you plan to share multiple files routinely with the same person or group of people.  If you do this, then everything inside the folder will be automatically shared with those people.  A shared folder could include a project you are working on, or a handouts folder, or an assignment turn-in folder.

How to Share a Folder  To share a folder, first click on the folder name on the left side of your Drive screen.  Then right-click on the folder name and choose share and then share again from the drop-down menu

How to Share a Folder  The “share settings” window will open  Follow the same instructions for how to share a document from earlier sections.

How to Share a Folder  By default editors of a folder are also allowed to add new people to the folder and to change the permissions on the folder  If you do not want editors to have these rights, then you will need to do the following:

How to Change Permissions For a Folder  Click “Change” at the bottom of the “Sharing Settings” window.

How to Change Permissions For a Folder  Select the option for “Only the owner can change the permissions.” and then click “Save”.

Using Folders as Student Handout Folders  You can create a handout folder for your class where you can put any documents you want your students to have access to, but not be able to change.  Examples would include handouts, study guides, and templates that they could make a copy of to edit their own version.  Anything you add to the folder will automatically be available to the students in the shared handout folder.

Using Folders as Student Turn-In Folders  Another good use for shared folders is for students to create turn-in folders for a teacher.  To turn in an assignment, the student simply adds the document to the turn-in folder and it will be available to the teacher.

How Turn-In folders are Made and Managed:  Students create a normal folder and name it following your naming convention, such as:  PeñaJesus-Turn-In-Folder”.  Next the student goes to the sharing settings for that folder and adds their teacher in the “Add People” section.  To allow the teacher to provide feedback, notes, suggestions, grades, and such, the student should give the teacher “Can comment” or “Can edit” rights.

How Turn-In folders are Made and Managed:  All of the students’ shared folders will show up in your list of shared folders under “Shared with me” in Google Drive.

How Turn-In folders are Made and Managed:  If you have a lot of students, this can be quite a mess.  The best thing to do now is to organize the students’ folders.  This is a one-time process you will need to do at the start of the year.

Organizing Student Turn-In Folders  Click in your “My Drive” section and make a folder for the current school year, such as “2013 Turn In Folder”.

Organizing Student Turn-In Folders  Select that folder and now make sub-folders under it for each of your class periods, such as “Period 1”, “Period 2”, etc.

Organizing Student Turn-In Folders  Open up your “Shared with me” section where all your students’ shared folders are listed.  If the students have named the folders as you instructed, you can sort them by name to get them in order by class period (click the “Sort” button in the top right).  Select all of the students for a particular period, and then drag and drop their folders into the period folder you created for them.

Organizing Student Turn-In Folders  When done you will have all your students’ turn-in folders arranged nicely within periods folders inside a year folder.

Example Student Turn-In Folder

How to Use Forms to Turn In Assignments  Teacher makes a form:  Students submit their assignment information:  Teacher uses form to manage submitted assignments:

Using Templates  Take advantage of the Google Docs Template Gallery.  With Templates you can create documents, presentations, and other files that serve as starter guides for your students.

Using Templates  Students are not able to change your original template, but they can make their own copy of it to edit as they need.

Using Templates  Templates are especially useful in a couple of situations:  With young or inexperienced students, a template can help them get started on their project without being limited by their lack of proficiency.  Also, when time is limited, templates can help all users to spend time inserting their content, rather than losing time creating the document layout.

How to Use Comments in the Grading Process  Google Docs allows you to add comments to a shared document, presentation, etc.  This is a useful way to share ideas with other collaborators, or to give feedback to a student on a document you are grading.  Comments that you leave on a student’s document, can be commented on by the student as well, and back and forth.

Example Grading Comments

How to Use Revision History  When going paperless, one result is that you typically will only have one copy of a document or presentation, instead of several paper copies that may show the changes over time (such as rough drafts).  It can be very beneficial to see how a student has revised a document (seeing if they have taken your suggestions), and to see which students in a group did which portions of the assignment.

How to Use Revision History  Google Docs allows you to see the full revision history for a document and revert back to any earlier version if needed.

Using Google “Scripts”  For those of you who have begun using Google Forms in your classrooms and schools, you have probably found that they are a great way to collect data.  Want to take it up a notch? Enter Scripts. Scripts are amazing add-ons that you can install into a spreadsheet to automate your life.

Example Scripts  Form er: Send from a form Form er  Autocrat: Create PDFs and Google Docs from a form Autocrat:  FormMule: Send out s, voice messages, texts and calendar invites through a form FormMule  Doctopus: Create copies of Google Docs, Presentations and Spreadsheets - then share them out with students/teachers Doctopus  Flubaroo: Quickly grade multiple-choice or fill-in-blank assignments. Flubaroo

Using Flubaroo for Grading  Computes average assignment score.

Using Flubaroo for Grading  Computes average score per question, and flags low-scoring questions.

Using Flubaroo for Grading  Shows you a grade distribution graph.

Using Flubaroo for Grading  Gives you the option to each student their grade and an answer key.

Acknowledgements  Copyright Eric Curts  This document is licensed under a Creative Commons Attribution Non-Commercial 3.0 United States license. For more information about this license see (In short, you can copy, distribute, and adapt this work as long as you give proper attribution and do not charge for it.)

For More Resources See:  “The Paperless Classroom with Google Docs” training video:  “The Paperless Classroom with Google Docs” site: perless-classroom perless-classroom  “52 Ways to Use Google Drive in the Classroom” site: 2-secrets-students-should-know-about.html 2-secrets-students-should-know-about.html